Executive Assistant and Office Manager Full-Time

The California Alliance of Child and Family Services is the unifying force in charge of leading change and providing support for the state’s children, youth, and families. For those dedicated to improving the lives of these at-risk populations, the California Alliance stands apart as the champion and leading voice for organizations that advocate for children and families, and for advancing policy and services on their behalf.

The Catalyst Center leverages connections between research, policy, and practice to inform and lead capacity-building efforts amongst service providers across the state of California who work in the fields of child and family services.

The California Alliance of Child and Family Services and the Catalyst Center serve a statewide network of professionals and collaborate with advocates, community-based service programs, national and state organizations, legal, health, and mental health professionals, researchers, and advocates from social justice organizations working to support the health and wellbeing of children and families. The California Alliance of Child and Family Services and Catalyst Center offers a rich working environment that includes connecting with inspiring activists and frontline providers, an opportunity to understand the experiences of children, youth, and families, and how all these forces contribute to sociopolitical change and systems transformation. Both the CA Alliance and its Catalyst Center are committed to ensuring that our work is centered on equity and social justice, working to ensure that the voices of those most impacted are part of any decision-making processes.

The Center and the Alliance are dedicated to maintaining an environment that prioritizes diversity, equity, and inclusion. We denounce white supremacy, homophobia, sexism, and all forms of prejudice and intolerance. The only thing that will not be tolerated in our organization is intolerance itself.

Under the direct supervision of the CEO and Chief of Staff, the Executive Assistant and Office Manager will perform, coordinate, and oversee technical and office administrative duties in support of the Chief Executive Officer (CEO) including the provision of varied and complex office duties; oversee all office operations, maintaining supplies, equipment and responsible assisting with internal communications.

ESSENTIAL DUTIES AND RESPONSIBILITIES (OTHER DUTIES MAY BE ASSIGNED)

· Perform a wide variety of executive administrative duties as required by daily operations of the general office, and for the CEO.

· Coordinate office activities and schedules.

· Receive and distribute incoming mail for the Vice President of Finance and Operations.

· Receive and screen communications to the CEO including e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication through the CEO’s office.

· Screen and organize as requested communications to the Vice President of Finance and Operations including e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention.

· Independently respond to and draft letters, emails and general correspondence of a routine nature.

· Create charts, graphs, spreadsheets, memos, reports and presentations; prepare and submit expense reports and other administrative duties as required.

· Maintain appointment schedules and calendars for the CEO, run errands, make travel arrangements; arrange meetings, conference calls, agency wide events and conferences for the CEO.

· Provide support for meetings by preparing agendas, summaries and handouts; order refreshments or food and book meeting locations.

· Attend Staff, Legislative, Board and other meetings and take minutes as directed by the CEO / Vice President of Finance and Operations.

· Work independently or with a special team on special projects.

· Assist with the coordination of special events as requested.

· Maintain strong and positive relationships with members and external stakeholders.

· Research and document background materials for projects as requested by Vice President of Finance and Operations.

· Provide support to Policy Staff as directed by Vice President of Finance and Operations.

Office Management Duties

· Maintain office supplies and equipment.

· Interface with IT, phone and office supply vendors to ensure all staff have what they need.

· Manage all communications with suppliers and vendors.

· Coordinate office repairs and interface with landlord.

· Assist Events Manager as needed.

· Ensure the office complies with health, safety, and security standards.

· Identify areas for operational improvements and implement solutions.

· Develop and update office policies and procedures as needed.

· Serve as the primary point of contact for internal and external stakeholders.

· Support Chief of Staff in coordinating office-wide communications and announcements.

· Support CEO by preparing reports, presentations, and memos.

Other Functions

· Attend required meetings as assigned.

· Follow Agency policies and procedures.

· Participate in Agency in-service training program.

· Understand and follow all California Alliance safety policies, procedures and rules. Perform all job duties safely.

· Identify and immediately report all workplace hazards, safety rule violations, near misses, and work-related injuries.

· Perform other duties as assigned.

EDUCATION AND/OR EXPERIENCE

· College degree or equivalent experience is preferred

· Three to Five (3-5) Years previous progressively responsible experience as administrative assistant, preferably executive administrative support activities is preferred

· A combination of relevant experience and education may be accepted.